Passwords seem simple. You type one in and off you go. The problem is that even smart people in smart businesses still fall into risky password habits. This is not because they are careless. It usually happens because they are busy and shortcuts feel convenient in the moment.

Here are the most common mistakes we see inside businesses and why they matter.

1. Reusing the same password everywhere

This is the big one. A lot of people rely on one strong password for everything because it is easier to remember.

The issue is that when one system is breached, attackers try that same password on every other account they can think of. Email, banking, CRMs, supplier portals, Cloud apps.

One breach becomes many very quickly.

What to do instead: Use a unique password for each important account and rely on a password manager so nothing becomes a memory test.

2. Choosing a password that feels strong but is actually predictable

People love using something memorable. A pet name with a number. A favourite sports team with the current year. A familiar word with an exclamation mark at the end.

The problem is that these patterns are predictable. Attackers use automated tools that crack pattern based passwords in seconds.

Passwords like “123456”, “password”, “admin”, “qwerty” and even “welcome123” remain among the most common in the world. If a password is on that list, it is not really a password. It is a welcome sign.

What to do instead: Use a longer passphrase that only makes sense to you. A random sentence or a mix of unrelated words creates more security than a short complex string.

3. Keeping passwords in risky places

People save passwords in places that feel convenient at the time. It might be a note on a phone. A quick message to a teammate. A list saved in a shared file. A browser prompt that automatically saves the password without strong protection.

These shortcuts feel harmless but they create unnecessary risk. If someone gains access to that device or shared folder, they gain access to everything.

What to do instead: Use a proper password manager. It gives the team convenience and allows you to control access without leaving sensitive credentials scattered around.

4. Forgetting to disable accounts when someone leaves the business

This happens more often than people think. A staff member leaves and their accounts stay active. They might not use them, but the access still exists and can be misused.

Every open account is an open door. If you do not close it, someone else might walk through it.

What to do instead: Make offboarding clear and consistent. Disable access on the same day someone leaves. Review which accounts they had access to and update shared passwords where required.

5. Approving multi factor prompts without checking

This is a very common habit. A login approval pops up on your phone and you tap “Approve” because you assume it is yours. Attackers know this happens. This is why they use a technique called MFA fatigue. They send repeated login prompts until someone accepts one simply to stop the alerts.

What to do instead: Treat every MFA approval as a security check. If you did not attempt to log in at that moment, do not approve it.

6. Using the same password for personal and work accounts

When people are busy, they tend to take shortcuts. One of the most common shortcuts is using the same password for both personal and work accounts. The problem is that personal accounts are often the first to be breached. Once that happens, attackers try that same password on workplace systems.

What to do instead: Keep personal and work credentials separate. This protects the business if a personal account is ever compromised.

7. Choosing passwords that are widely used around the world

Lists of the most common passwords come out every year. They always include things like “123456”, “password”, “admin”, “letmein”, “iloveyou” and similar favourites.

If a password is common, it is not secure. Attackers attempt these first because they work more often than people realise.

What to do instead: Encourage your team to avoid any password that could appear on a public list. Longer passphrases offer much better protection.

Practical steps that instantly improve password security

You do not need complicated rules or a large project. Most businesses improve their security significantly by focusing on a few simple habits.

  • Use long and unique passwords for important accounts.
  • Use a password manager to store everything safely.
  • Enable MFA for all critical systems.
  • Treat MFA prompts as verification instead of routine taps.
  • Include password hygiene in onboarding and ongoing training.
  • Clean up old accounts and review access regularly.
  • Monitor for exposed credentials and act on them quickly.

Good password practices protect more than your systems. They protect your clients, your work, your reputation and your business.

If you have any questions or want help improving your password security

Reach out to our team at Insight IT. We are always here to help you make the right decisions for your business and support you with practical, straightforward solutions.

Contact us anytime if you are interested in our services or simply want advice on where to begin.